CCF Conference Center Procedures & Guidelines

The Department of Personnel & Administration (DPA), Division of Capital Assets, Capitol Complex Facilities (CCF) is responsible for the management, maintenance and administration - including the establishment of rules, policies, rental fees and charges - regarding the Conference Centers and the Cafeteria Area located in the State Services Building, 1525 Sherman Street, first floor and the Annex Building, 1375 Sherman Street.

Procedures & Guidelines

1. DEFINITIONS

   1. “Conference Center” means the conference and meeting facilities located on the first floor of 1525 Sherman Street or 1375 Sherman/Annex, including the reception or greeting area, two conference rooms (rooms 103/104 or 1052/1053), kitchen facility  and storage area (1525 Sherman Only), and all equipment provided by Capitol Complex Facilities (CCF) or the Annex.
   2. “Cafeteria Area” means the space located on the first floor of 1525 Sherman Street.
   3. “Coordinator” means any agency contact who is responsible for booking conference/meeting space.
   4. “Help Desk” means the Capitol Complex Facilities Help Desk line at 303-866-4357.
   5. “Reservation Request” means any request to use a Conference Center or the Cafeteria Area that has NOT yet been confirmed and/or approved by CCF.
   6. “Reservation” means any request to use a Conference Center or the Cafeteria Area that has been confirmed and/or approved by CCF.

2. AVAILABILITY & BOOKING

   1. Hours of Operation for a Conference Center or the Cafeteria Area are Monday through Friday, 7:30 a.m. to 5:00 p.m.
   2. Conference Center or Cafeteria Area availability is not guaranteed:
      1. Coordinators must contact the Help Desk to check availability for each booking.
      2. Availability should not be assumed by coordinators.
   3. Coordinators should schedule enough time to avoid meeting overrun. If your meeting/event extends beyond the allotted time, additional fees may be assessed.
      1. Daily meeting schedules are posted. These schedules must be strictly followed.
   4. Making Reservations
      1. Coordinators may request use of a Conference Center or Cafeteria Area up to, but not more than, 60 days in advance of their meeting/event.
         1. For example, a single instance meeting or event may be booked up to 60 days in advance, but recurring meetings may not be repeated beyond the 60-day limit without an additional reservation request by the coordinator.
      2. Coordinators will receive a Conference Center or Cafeteria Reservation Form from the Help Desk via e-mail, or coordinators can find the form on the Capitol Complex Website.
      3. When possible, arrangements to use a Conference Center or Cafeteria should be made a minimum of 30 days prior to the scheduled event. The Reservation Form must be on file with the Help Desk to constitute official approval of the scheduled event. Verbal approval or partial submission of required documents does not assure use of facility.
      4. Coordinators must complete all sections of a Conference Center or Cafeteria Area Reservation Form to create a reservation, and e-mail it to the Help Desk.
      5. Reservation Requests are not booked until a completed Reservation Form is received - including billing information, approved by the coordinator’s Division Director - and the booking is confirmed by the Help Desk. Reservation Requests will not be booked until billing information is received.
         1. Tentative bookings may be held for up to 48 hours without a completed Reservation Form. After 48 hours, time slots will be released and available for other coordinators to reserve.
      6. Once a Reservation Request is processed, and approved, the coordinator will receive a reservation confirmation via e-mail from the Help Desk. Once the reservation confirmation is received by the coordinator, the reservation is complete.

3. CONFERENCE CENTER AMENITIES

   1. The following equipment and amenities are available, and included in the cost of a Conference Center reservation:
      1. The Conference Center has a reception area, featuring a welcome/registration desk.
      2. The Conference Center features a full kitchen (1525 Sherman St. Only). The kitchen is available ONLY for events that will be staffed by professional caterers, and will be locked at all other times.
      3. Each conference room in a Conference Center (rooms 103/104 or rooms 1052/1053) is pre-set with tables and chairs, counting for seatinf two (2) chairs per table.
      4. Each conference room is furnished with a podium and whiteboard.
      5. Each conference room is equipped with wireless internet. To log in to the internet from a Conference Center, coordinators may reference the information included in the audio-visual kit.
      6. Each Conference Center is equipped with overhead projectors and screens. Room 103 has one (1) projector and one (1) screen; room 104 has two (2) projectors and two (2) screens.
      7. Coordinators may request an audio-visual kit for their meeting/event. The kit includes:
         • One (1) hand-held microphone
         • One (1) lapel microphone
         • Two (2) sets of rechargeable AA batteries
         • Two (2 HDMI cables (please wrap with enclosed straps)
         • One (1) VGA cable (please wrap with enclosed straps)
         • Whiteboard markers and eraser in storage case
         • Audio-Visual Kit Checklist of Contents
         1. The audio-visual kit does NOT include a laptop or remote control for progressing through slide presentations; coordinators must provide this equipment for presenters.

4. CAFETERIA AMENITIES

   1. Table and Chairs at the 1525 Sherman Street location are available with inside seating for 110 and outside patio seating for 36 (weather dependent, when open).
   2. No AV equipment avaialble in this space.

5. RESPONSIBILITIES & REQUIREMENTS

   1. Coordinators MUST provide billing information via a Conference Center Reservation Form; reservations will NOT be complete without this form.
   2. Conference Centers and the Cafeteria Area are provided as a courtesy to State of Colorado agencies and offices exclusively. Access is granted on the day of an event by Capitol Complex Facilities (CCF) for approved personnel and event attendees only. Access to the facility may be restricted or terminated at any time by CCF.
   3. Only Capitol Complex personnel will be authorized to open and/or close the collapsible center walls at either facility. These modifications will be performed based on the information included in the Reservation Form.
   4. On the day of the event, the coordinator must obtain the audio-visual kit (if required), and the key to the 1525 Sherman St. kitchen facilities (if required and approved) from the Help Desk. The coordinator MUST provide a driver’s license as collateral to secure these items. Upon return of the kit and/or kitchen key, the items/space will be inspected prior to the release of the driver’s license.
   5. Conference rooms are set up in a standard classroom configuration and the Cafeteria Area as a cafe style space. Coordinators may reconfigure the conference room furnishings as needed, but all tables, chairs and other furnishings MUST be returned to the original classroom configuration at the end of the meeting/event. Capitol Complex is NOT responsible for configuring furniture.
   6. Coordinators must make a reasonable effort to clean up after their meeting/event, and Conference Center and Cafeteria Facilities must be left in usable condition. The coordinator’s agency shall be responsible for any/all damage done over and above ordinary wear of property and equipment.
      1. Coordinators must place all trash in garbage cans provided in the Conference Centers and Cafeteria Area. CCF will be responsible for trash removal.
      2. Coordinators must wipe tables and countertops at the end of the event, as needed.
      3. Coordinators must erase whiteboards and remove any charts or other presentation materials at the end of the event.
   7. All materials must be removed from a Conference Center or the Cafeteria Area at the end of the event.
      1. In the case of multi-day events, materials may be left in a Conference Center overnight. Not recommended for the Cafeteria Area. Coordinators leave such materials in a Conference Center at their own risk, and CCF will not be liable for materials and/or electronics.
   8. All items found or lost within a Conference Center or the Cafeteria Area should be turned in to the Help Desk.
   9. Coordinators must turn off projectors and microphones at the end of the event.
   10. Coordinator should ensure all speakers, guests and/or vendors know any applicable rules for their use of the facilities. Speakers and/or vendors may be held responsible for any damages caused by them during the event.
   11. Should any damage occur during an event, please report the incident immediately to the Help Desk.